Maharashtra State Electricity Distribution Co. Ltd Maharashtra State Electricity Distribution Co. Ltd Tender for Energy Bill Collection Under Kokan Zone MODE OF COLLECTION – Credit

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Maharashtra State Electricity Distribution Co. Ltd

Tender for Energy Bill Collection

Under Kokan Zone

MODE OF COLLECTION – Credit Co-op. Society

No.CE/KZR/A/c/Credit Co-op. Soc./T-2/2010-2011

Due Date of Opening : 15.12.2010

M/s. ……………………………….. ……………………………….. ……………………………….. ……………………………….. ……………………………….. Notes :

1) This bid document is not transferable

2) Though enough care has been taken while issuing bid document, bidder should

satisfy himself that documents are complete. Intimation of any discrepancy shall

be given to this office immediately. If no intimation is received from any bidder 4

days prior to submission of tender then it is considered that the bidder has

received the bid documents complete in all respect.

Chief Engineer (KZR)

Kokan Zone, Ratnagiri

Pages 1 - 32

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Maharashtra State Electricity Distribution Co. Ltd

Tender for Energy Bill Collection Under Kokan Zone


CE/KZR/A/c/Credit Co-op. Soc./T-2/2010-2011

Due Date of Opening : 15.12.2010

Office of The Chief Engineer Kokan Zone, Ratnagiri

Tele. : (P) 225852, (O) 225853 Fax : (02352) 226504

Cost of Tender Document Rs. 250/-

(Rs. Two Hundred Fifty Only)

Sold To : M/s…………………………………………. ………………………………………………

.…………………………………………..…. …………………………………………….... ………………………………………………

Money Receipt No. ……………….... Dated…………………

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Tender for Energy Bill Collection Work



TENDER PARTICULARS

Tender Document fee Rs. 250/-

Earnest Money Rs. 2500/-

Last date of Sale of Tender Document 09.12.2010 upto 16:00 hrs.

Due date for receipt of Tender 15.12.2010 upto 13:00 hrs.

Date of opening of Technical Bid 15.12.2010 at 15:00 hrs. (If Possible)

Date of opening of Commercial Bid To be notified to the technically qualified

bidders as per eligibility criteria. If required

Commercial Bid also could be opened on

the same day.

Chief Engineer (KZR)

Kokan Zone, Ratnagiri

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I N D E X



1

Tender Notice For : Energy Bill Collection under Kokan Zone

2

Instructions to Tenderers

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Tender form [Schedule-A]

4

Details of Eligibility Criteria [Schedule-B]

5

General Particulars of the Tenderer [Schedule-C]

6

Details of persons / executives of the Tenderer [Schedule-D]

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Eligibility Criteria / Pre-Qualifying Condition -- Annexure- I

8

General Conditions of the Tender -- Annexure- II

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Agreement Proforma -- Annexure- III

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Schedule of Prices to be quoted by the Tenderer : Annexure- IV

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Letter Of Authorisation For Attending Tender Opening -- Annexure- V

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Special Terms & Conditions for Energy Bill Collection Work through Credit Co-op. Society – Annexure-VI

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MAHARASHTRA STATE ELECTRICITY DISTRIBUTION CO. LTD.

NOTICE INVITING TENDER

Name of the Zone : Kokan Zone, Ratnagiri.

Tender Notice No. CE/KZR/A/c/Credit Co-op. Soc./T-2/2010-2011 Date : 23.11.2010. Maharashtra State Electricity Distribution Company Limited (MSEDCL) is a company registered

under the Companies Act-1956 and entrusted with the function of under taking power

distribution in the State of Maharashtra. The company desires to entrust its energy bills

collection work in various parts of Maharahstra through Agencies having the requisite

infrastructure.

1) Sealed Tenders are invited by the Chief Engineer, Kokan Zone for appointment of ―Energy

Bill Collection Agency‖ on Commission basis as per the details given below:

2) Name of the Work :

―Energy bill collection work in the areas under Kokan Zone on commission basis

through following modes‖.

a) Counter Collection by Credit Co-operative Societies, Urban Co-op Banks, DCC Banks,

Post offices etc.

b) ATP Machines – Any Time Payment / Kiosks

c) Cheque Drop Boxes

d) On Line Collection through Internet

e) Through Franchisee Net work.

Name of work Cost of bid

document (non refundable)

Bid Security

Date of sale of Tender

Document up to 16.00 hrs.

on

Date of submission of Tender up to 13.00 hrs.

on

Date of Opening of Tender at

15.00 hrs on

Energy Bill Collection work

* **

09.12.2010

15.12.2010

15.12.2010 (If Possible)

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* Tender Cost of Rs. 250/- for Counter Collection by Credit Co-operative Societies, Urban

Co-op Banks, DCC Banks and Rs. 500/- for ATP Machines / Kiosks, Cheque Drop

Boxes, On Line Collection through Internet and Through Franchisee Net work.

** Earnest Money Deposit of Rs. 2500/- for Counter Collection by Credit Co-operative

Societies, Urban Co-op Banks, DCC Banks and Rs. 5000/- for ATP Machines / Kiosks,

Cheque Drop Boxes, On Line Collection through Internet and Through Franchisee Net

work

3) Eligibility :

Credit Co-operative Societies:

The Societies should be registered under Co-operative Societies Act with relevant

authority.

The Societies should have suitable accommodation for the collection work.

The Societies should possess a PAN Number and Service Tax Registration under

Central Excise.

The Societies should submit resolution of its MSEDCL of Directors regarding

undertaking such bill collection work.

Urban Co-operative Banks / Scheduled Banks

The Urban Co-op. Bank shall have valid registration under Co-op. Societies Act and

shall posses valid license as per RBI Regulations.

The Urban Co-op Bank should have been established before 5 years.

The Banks working capital should be more than Rs. 5 Crs.

The Banks should have “A” or “B” Audit Classification continuously for last three years.

ATP Machines – Any Time Payment / Kiosks :

The bidder should have a ready made Bill Collection software application for this type of

operation.

The bidder should have been in the domestic business for at least 2 years.

The bidder/Manufacturer should have implemented at least two similar Bill Collection

projects for two different organizations in India, running for minimum one year each.

The bidder/Manufacturer should have ISO 9001 Certification for at least one complete

financial year.

The bidding entity should have a turnover at least Rs.1/- Crores (Rupees one crores

only) in domestic business in each of the last two financial years.

In case of Joint Ventures/ Consortiums, the principal bidder of the bidding entity should

fulfil all of the above qualification criteria.

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Drop Boxes (For cheque collection) :

The Agency should be handling the drop box collection mechanism for such as Power

Distribution Company, Telephone Company etc.

The Agencies should have experience two years of drop box collection mechanism.

The Agency shall have necessary infrastructure to the satisfaction of MSEDCL for

collection and deposit of cheques timely in to MSEDCL’s Bank account and provide

necessary MIS.

On Line Collection through Internet :

The Agencies should be handling the online bill collection of at least three utilities viz.

Power Distribution Co., Telephone & any other utility and the amount collected shall be

minimum 50 Lakhs per month for each utility.

The Agencies should have experience two years of online bill collection work.

MSEDCL is having payment gateway of Bill Desk. The Agency should have necessary

infrastructure for integration.

Through Franchisee Net work :

The bidder should have experience of bill collection work for a minimum period of 5

(Five) years out of which 3 (Three) years shall be in any state Electricity

MSEDCL/Electricity Undertaking for energy bill collection work / Utility bill collection.

The bidder should have an average turn over of Rs. 50.00 Lac per annum as per audited

balance sheet of last two years and should be a profit making company.

The bidder should be registered with appropriate authorities necessary to carry out the

works (As applicable).

4) General conditions for the collection agencies :-

1. Agencies having necessary infrastructure for computerized collection mechanism will

only be allowed to participate in the Tender.

2. Agencies will have to deposit the Security Deposit as per the requirements of MSEDCL

and the same shall be reviewed from time to time.

3. Timely transfer of amounts collected to MSEDCL’s Account will be essence of the

contract and penal interest will be charged on delayed transfer of funds except Post

Offices being Central Govt. Organization.

4. Agency shall comply all the necessary requirements such as Registrations, etc.as per

relevant Acts and the contract will be liable for termination if any deficiency is observed

during the currency of the contract.

5. The Agencies may obtain the information about areas to be covered for bill collection

activity from the office of the Chief Engineer of the concerned Zone.

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6. Agencies shall study the Billing/ Collection system as well as MIS requirements of

MSEDCL before submitting the Tender.

7. MSEDCL reserves the rights to cancel any / all tenders.

8. No individual is eligible to participate in the tender in the personal capacity.

5) Availability of Bids Form :

Tender document containing detailed description of work and terms & conditions can be had

from the Office of Office of the Superintending Engineer, Ratnagiri/Sindhudurg Circle by

paying cost of bid document in cash or D.D. in favour of Maharashtra State Electricity

Distribution Company Limited, Ratnagiri/Sindhudurg respectively.

OR

Tender document can be downloaded from our website containing all details of work and

terms & conditions (in such cases the cost of bid document should be attached along with

technical bid in a separate Demand Draft (non refundable).

Venue of opening of Tender – Office of the Chief Engineer, Kokan Zone, Ratnagiri.

6) Bid Security : Bid Security can be paid in the form of D.D. issued by Nationalised /

Schedule Bank, drawn in favour of Maharashtra State Electricity Distribution Company

Limited, Ratnagiri. Payable at Ratnagiri. The tender, which is not accompanied by the

requisite bid security, shall be summarily rejected.

7) Submission of Bids :

Bid shall be submitted in two parts.

i) Part I :-TECHNICAL BID–It will consist of the company /establishment profile indicating

the capability, experience as mentioned for eligibility & bid security in the form bank DD

drawn in favour of Maharashtra State Electricity Distribution Company Limited, Ratnagiri.

This sealed envelope will be marked as “TECHNICLA BID”.

ii) Part II :- FINANCIAL BID – It will contain the rates quoted by the bidder as per the

format of financial bid. This sealed envelope shall be marked as “FINANCIAL BID‖

iii) The envelope of part-I & part- II together shall be sealed in another envelope shall be

marked as “Tender for Energy Bill Collection work in the areas under Kokan Zone

on commission basis through various modes Counter Collection by Credit Co.

op. Society‘s .

8) Tender in sealed cover and superscribed as “Tender for Energy Bill Collection work in

the areas under on Commission basis ‖ areas under Ratnagiri Zone on commission

basis through various modes – Counter Collection by Credit Co. op. Society‘s.

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duly addressed to Chief Engineer (KZR), Kokan Zone, Ratnagiri should be dropped in the

Tender Box upto 13.00 hrs. as per above schedule.

The bidder shall be required to keep his offer valid for acceptance for at least 120 days from

the date of Bid opening.

9) The Chief Engineer (KZR), Kokan Zone, Ratnagiri reserves the right to reject any or all

tenders without assigning any reason whatsoever. He also reserves the right to award work

to more than one agency and can increase / decrease the quantum of work as per actual

requirements. Further, he also does not bind himself to accept the lowest or any of the bids.

10) If it happens to be holiday then next working day will be the date of opening of tender.

11) Interested eligible bidders may obtain further information about the documents from the

office of The Chief Engineer (KZR), Kokan Zone, Ratnagiri. Details also available on our

website www.mahadiscom.in

Chief Engineer (KZR) Kokan Zone, Ratnagiri

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INSTRUCTIONS TO TENDERERS

1.1 Preparation of tender:

1.1.1 Before Submission of the Tender, the Tenderers are required to make themselves fully

conversant with the billing system and collection system of MSEDCL along with MIS

requirements.

1.1.2 Any inconsistency or ambiguity in the offers made by Tenderer shall be interpreted to

the maximum advantage of MSEDCL. The Tenderer shall have no right to question the

interpretation of the MSEDCL in all such cases and the same shall be binding on the

Tenderer.

1.1.3 The tender should be prepared and submitted strictly in accordance with the

instructions contained in these specifications. The tender shall be complete in all

respect. Tender must be submitted in the manner specified herein. To complete the

proposal, the Tenderer must fill in the Tender Form as per Schedule-A and all other

necessary information in accordance with the instructions. The interpolations,

insertions, cuttings and corrections made in the tender offers should be duly initiated by

the Tenderer.

1.1.4 Tenderer shall supply the data required in sheets annexed with the specification by

typing at appropriate places against each item to facilitate preparation of comparative

statements. These sheets must be properly signed by authorised representative of the

Tenderer testifying the data submitted. The Tenderers are notified that in case the

required informations are not furnished in the specified proforma, the MSEDCL shall not

be responsible for any error in the evaluation of their tender on this account. Further,

the failure to comply with this requirement may result in the rejection of the tender at the

discretion of the MSEDCL.

1.1.5. MSEDCL may revise or amend any condition of the tender prior to date notified for

opening of tenders. Such revision / amendment, if any, will be communicated to all

prospective Tenderers as amendment/addendum to the tender for preparation of tender

by the Tenderers.

1.1.6 Any portion of the terms and conditions as laid down in tender document which are not

clear to the Tenderer should be got clarified from the MSEDCL before submission of the

tender so that no ambiguity/confusion do not arise at a later date in this respect.

1.1.7 The tender sent by post must be posted by Registered Post A.D., sufficiently in advance

so as to reach the MSEDCL by the scheduled date and time of submission of tender.

Any tender received after the date and time of submission even on account of Postal

delay shall not be opened. The Tenderers are, therefore, requested to ensure in their

own interest that the tenders are delivered in time.

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1.1.8 Tenderer, if so desires may authorize one representative for attending tender opening on

his behalf. In such instance, representative shall be required to submit the authorization

certificate as per Annexure-V with his signature duly attested by the person signing

tender on behalf of the Tenderer. This certificate shall be submitted to the authority

opening the tender. In absence of such certificate the representative shall not be allowed

to participate in tender opening.

1.2 Eligibility Criteria / Pre-Qualifying conditions:

Pre-qualifying conditions for the tender are separately attached as Annexure–I.

Tenders qualifying the conditions will only be accepted and considered.

1.2.1 Date of Consideration:

Given Pre qualification/experience shall be counted as on the date of opening of the

tender. All statements and claims should be duly supported by authenticated copies of

documents, without which the tender is liable to be rejected summarily. 1.3 SUBMISSION OF TENDER :

1.3.1 The Tenderers shall submit his tender in two separate parts.

Technical Bid :

The first part will be known as Technical Bid and shall contain the following.

Compliance of eligibility criteria [Schedule-B]

General particulars of Tenderer [Schedule-C]

Earnest Money Deposit details :

Commercial Bid :

The second part will be known as Commercial bid and shall contain Price Bid only.

The following documents duly filled in must be submitted in Commercial Bid

Schedule of Prices to be quoted by Tenderer as per the Proforma enclosed as

Annexure –IV.

Each part shall be kept in separate envelopes marked as Envelope – I - Technical Bid

and Envelope- II - Commercial Bid, which shall be properly sealed.

Both the envelopes must also show on the outside, Tender No., Name of the bidder and

his address. Both the envelope should further be kept in Third Main Envelope and

properly sealed. All the necessary details as tender no., date of opening and Firms name

etc. should clearly be stated on the Main Envelope. Tender documents down loaded

from website shall be accompanied with D.D.(in favour of MSEDCL) payable at Ratnagiri

worth the amount of tender cost as published in Tender Notice along with the filled up

tender, failing which shall not be accepted. Tender cost should be kept in separate

envelope and clearly marked as ―Tender Cost‖. At the time of tender opening the

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envelope marked as “Tender Cost” will be opened first and only if it contains the proper

Tender Cost then only the Technical bid shall be opened.

(i) TECHNICAL BID :

This part shall contain this earnest money and a confirmation of validity of offer of

120 days. This part shall also contain Technical & Commercial particulars and other

Terms & Conditions except prices. The envelope of this part shall be subscribed

―Technical Bid (Earnest Money, Validity & Technical Bid) against Tender No.

CE/KZR/A/c/Credit Co-op. Soc./T-2/2010-2011‖

(ii) COMMERCIAL BID :

This part shall contain prices and the cover shall be subscribed "Commercial Bid

against tender No. CE/KZR/A/c/Credit Co-op. Soc./T-2/2010-2011‖. The

envelopes of both the parts shall be kept in another envelope which shall also be

sealed and super scribed on Top as under:

"Tender for energy bill collection work under Kokan Zone against Tender No.

CE/KZR/A/c/Credit Co-op. Soc./T-2/2010-2011‖ due for opening on 15.12.2010‖.

(iii) Tenders received in unsealed covers will not be considered.

(iv) In case tenders are not submitted in separate parts and super scribed as above the

same may not be considered.

(v) The Tender document is not transferable and the tenders of those firms who do not

purchase the tender form shall not be considered.

1.3.2. TECHNICAL BID (EARNEST MONEY, VALIDITY, TECHNICAL, OTHER TERMS)

1.3.2.1 Tenderer is required to deposit earnest money as specified in the tender notice. There

shall be no exemption from earnest money. The earnest money shall be accepted in the

form of Cash/D.D. only.

1.3.2.2. The Earnest Money Deposit of unsuccessful tenderer shall be refunded after final

acceptance of tenderer and within reasonable time.

1.3.2.3. The Earnest Money Deposit will not carry any interest for any period whatsoever.

1.3.2.4. The Earnest Money Deposit will be forfeited to the MSEDCL in the event of the

Tenderer withdrawing his offer before final acceptance of the tenders.

1.3.2.5. Offers without proper earnest money and/or a letter confirming the validity for 120 days

shall not be considered under any circumstances. The earnest money shall be refunded

after award is finalized. The earnest money of successful Tenderers shall however be

retained till such time they deposit the security amount as prescribed in ―Clause 6 of

General Conditions of the Tender [Annexure-II]‖.

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1.3.2.6. Beside Earnest Money & Validity offer, this Bid shall contain Technical, Commercial and

other terms and conditions. The following documents duly filled in, must also

accompany the Technical Bid.

1) Tender form : Schedule-A

2) Details of Eligibility Criteria : Schedule-B

3) General Particulars of the Tenderer : Schedule-C

4) Details of persons / executives of the Tenderer : Schedule-D

NOTE: Rates must not to be indicated in any form in any of the above schedules in Technical Bid whatsoever.

1.3.3. Procedure for opening and processing of Tenders Technical Bid -- Earnest Money,

Validity & Technical / Pre-qualifying conditions of the offer shall be publicly opened first

on the due date as specified / notified. Technical Bid of the tenders accompanied with

the required earnest money & validity shall be scrutinised and processed in this office to

ensure whether the same are confirming to the eligibility criteria specified. It shall be,

therefore in the best interest of the Tenderers to give complete and comprehensive

technical particulars/description and details of the offer given by them conforming to the

eligibility criteria.

The opening of the price part shall be done only when MSEDCL is satisfied after the

scrutiny of technical and commercial terms and conditions produced in Technical Bid.

1.3.4. Any action on the part of the Tenderers to revise the price/prices and/or change the

structure of price(s) at his own instance after the opening of the tender may result in

rejection of the tender and/or debarring the Tender and/or debarring the Tenderer from

participation in any future tenders by the MSEDCL. In such cases, earnest money

submitted shall also be forfeited.

1.3.5. Tenderer shall ensure to put initials on each and every page of the tender. Last page of

each documents forming part of the tender shall bear full signature under official seal

fully disclosing the name, designation and relationship with the firm of the signatory. In

case of a partnership concern, the tender may be signed by all the partners of the firm

or by one of them holding power of attorney (copy to be furnished alongwith the offer).

In case of corporation/ company tender may be signed either by the president or

secretary or any other person authorised to sign the tender in the legal name of

corporation/company (copy of such authority to be furnished alongwith the offer)

Besides this the Tenderer shall ensure to furnish the following information:

i) Name, designation, profession with postal addresses of all the partners/directors and

other persons authorised to conduct business in respect of this tender.

ii) Postal address of the firm's works, Regd. and Head offices, Sales office and Local

office etc.

iii) Names and postal address of the authorised local representative/Liaison officer.

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1.4. Validity :

The tenders shall be valid for a period of 120 Calendar days from the date of opening.

Tenders with lesser validity are liable to be rejected.

1.5. Price & Price Structure :

The tenders are required to quote only FIRM prices.

Taxes and duties: All the taxes / duties applicable for the work will be borne by the

Tenderer. However, Service Tax will be reimbursed by MSEDCL subject to production

of documentary proof of payment of the Service Tax. Income Tax will be deducted from

the payment to be made to the Agency as per Income Tax Act provisions.

1.6. Evaluation of Tender :

In comparing tenders and in making awards, the MSEDCL may consider such factors

as compliance with eligibility criteria, experience for the work, capability to perform and

available facilities such as adequate infrastructure and facilities for consumers etc..

1.7 Splitting of Order

The MSEDCL reserves the right to split the order among various successful tenders in

any manner as per the choice, without assigning any reason what so ever.

1.8 Award of Contract.

The MSEDCL is not bound to accept the lowest or any tender and may reject any or all

the tenders, without assigning any reason.

The successful Tenderer, will have to enter into a contract agreement with the

MSEDCL. The proforma of the agreement is enclosed herewith as Annexure-III.

For signing the contract, a duly authorised representative of the successful Tenderer

shall be required to sign and accept the contract within the time as decided by the Chief

Engineer of the Zone, failing which it shall be considered that he is not interested in

accepting the offer and action as deemed fit shall be taken by MSEDCL without making

any further correspondence with successful Tenderer.

1.9 Income Tax Clearance Certificates:

The Tenderer shall furnish with the Tender, Income Tax clearance certificate of current,

as well as of the preceding year, from the competent authority.

1.10 Canvassing :

No Tenderer shall canvass any MSEDCL official with respect to his own or other

Tenderer. Contravention of this condition will result in rejection of the tender. This

clause shall not be deemed to prevent the Tenderer, from supplying to MSEDCL any

further information clarification asked for.

1.11 For any queries / clarifications in respect of the tender, the tenderer may contact the

office of the Chief Engineer of the concerned Zone of MSEDCL.

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SCHEDULE 'A'

TENDER FORM



From :

To: Chief Engineer MSEDCL (O&M), Kokan Zone, Ratnagiri.

Sir, With reference to your invitation to tender for the above I/We hereby offer to the

MSEDCL, the items in the schedule of prices for energy bill collection work.

I/We agree to abide this tender for the period 120 days from the date fixed for opening

of the same.

A sum of Rs..........................................................................................................in the

form of Cash / DD ..............................................................................................................

in favour of ‗Maharashtra State Electricity Distribution Company Ltd.‘ payable at

Ratnagiri is enclosed with Technical Bid of the offer as earnest money.

I/We hereby undertake and agree to execute a contract in accordance with the

conditions of the contract.

Encl: As above

Yours faithfully

Date.................... Day of.....................2010

Witness (signature of the Tenderer in full)

(Name and signature) Name :

Address Seal :

Occupation

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SCHEDULE 'B'



DETAILS OF ELIGIBILITY CRITERIA OF THE TENDERER

(AS PER THE ENCLOSED ELIGIBILITY CRITERIA / PRE-QUALIFICATION CONDITIONS—ANNEXURE-I)

1. Name of Credit Co-op. Society.

2. Brief description of the Tenderer (Individual Firm/Joint Venture/Private Limited Company/Credit Co-op. Society/Co-op. Bank may be specified)

3. Registration with appropriate authorities required to execute the work.

4. Experience For Execution of Work.

Sr. No.

Complete Postal Address including designation of authority placing order, Copy of order and Satisfactory Completion Certificate Must be enclosed.

Description of Job Period of Awarded Contract

Amount

5. Total amount turnover of the bidder during the last Two years as per audited balance sheet :

Year Turnover (Amount in Lacs)

(1)

(2)

Company seal Signature

Name

Designation

Date

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SCHEDULE 'C'

GENERAL PARTICULARS OF THE TENDERER



1. Name of the Tenderer

(a) Registered office address : (b) Head office address :

(c) Postal address of Tenderer :

2. Name and address of local representative and

his telephone number 3. Name and address of the officer of the

Tenderer to whom all reference shall be made for expeditious co-ordination.

4. Whether the Tenderer is sole proprietor/ Partner-

ship concern/ Private Ltd. company/ Public undertaking/Credit Co-op. Society /Co-op Bank.

5. Authorised capital of the company

6. Total annual turnover of the firm during last

Two financial years (1) Year Detail - (2) Year Detail - 7. Whether certificates for satisfactory performance of work completion in past is given to the firm ? If yes give the designation of the officer issuing certificate.

8. Give Registration Numbers (With appropriate Authorities) (i) PAN (ii) TIN (iii) Service Tax

Full signature

Seal of Company Name

Date Designations

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SCHEDULE 'D'

DETAILS OF PERSONS / EXECUTIVES OF THE TENDERER



STATEMENT GIVING DETAILS OF PROPRIETOR/ PARTNER/s MSEDCL OF DIRECTORS/EXECUTIVES/PRESIDENT/SECRETARY OF TENDERING FIRM

Tender invited by Chief Engineer (O&M), Kokan Zone, Ratnagiri.

Tender for Energy Bill Collection Under Kokan Zone through Credit Co-op. Society.

Due for opening on : 15.12.2010.

Sr. No.

Full Name Designation Full Office Address

Telephone No.

Full Specimen Signature

1 2 3 4 5 6

I

For Persons signing Tenders 1. 2. 3.

II

Directors 1. 2. 3.

III

PRESIDENT/SECRETARY (AS THE CASE MAY BE) 1. 2 3.

NOTE: In each case the person who has signed the tender documents must enclose the attested photo copy of power of Attorney for signing the tender.

Full Signature of Tenderer

Full Name of Tenderer

Designation

Address

Firm's Seal

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ANNEXURE- I



ELEGIBILITY CRITERIA / PRE-QUALIFYING CONDITIONS

The Agency participating in the Tender must have following qualification:-

Credit Co-operative Societies:

a) The Societies should be registered under Co-operative Societies Act with

relevant authority.

b) The Societies should have suitable accommodation for the collection work.

c) The Societies should possess a PAN Number and Service Tax Registration

under Central Excise.

d) The Societies should submit resolution of its MSEDCL of Directors regarding

undertaking such bill collection work.

e) REGISTRATIONS WITH APPROPRIATE AUTHORITIES: The Bank should

be registered with appropriate authorities necessary to carry out the works

(As applicable).

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Annexure- II

GENERAL CONDITIONS OF THE TENDER

1) The Executive Engineer (O&M) Division of the concerned area shall be the

Officer incharge of the contract (if not directed otherwise). The Agreement for

energy bill collection work shall be executed by the concerned Executive

Engineer of the O&M Division. All the clarifications/ amendments if required,

for the order/ contract shall be issued by him.

2) Period of Contract :

The period of contract shall be for 03 (Three) years and a review of the

performance of the Agency will be taken every year.

In the event of discontinuation of the collection work by the Collecting Bank

during the first year of the Agreement period of three years, the MSEDCL

shall recover an amount equivalent to 10% of the security deposit held

towards the cost incurred by the MSEDCL.

3) Any work or activity not specifically indicated but is required for systematic

execution of job shall also be done by the Agency for which no separate

payment shall be made.

4) Since timely transfer of amount collected by the Agency to the MSEDCL

designated Bank Account will be the essence of the contract, interest @ rate

15% p.a. for delayed transferred will be charged by MSEDCL and the same

will be recovered through the Bill amount payable to the Agency as well as

through Security Deposit available with MSEDCL.

5) All the payments of Bills of the Agency for the Service Charges shall be made

by the concerned Executive Engineer of the (O&M) Division. The Agency

shall not deduct the amount towards the Bills for Service charges from the

amount of energy bill collected for whatsoever reason.

6) Security Deposit :

a) Initially the Agency will have to pay an amount of rupees one lakh per

collection centre towards Security Deposit in the form of Cash / D.D.

b) The Agency will have to pay Security Deposit to MSEDCL which shall be

equivalent to 3 times the average daily cash collection made by the

Agency. Out of the amount of Security Deposit calculated as above,

rupees one lakh per collection centre will have to be deposited in the form

of Cash/ D.D. as per (a) above. The balance amount can be deposited in

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the form of Bank Guarantee (B.G.) from the Nationalised / Scheduled

Bank.

c) The review of adequacy of the Security Deposit will be taken every six

months and the shortfall if any shall be recouped by the Agency. For the

purpose of calculation average daily cash collection the period of last

quarter will be considered.

d) MSEDCL will pay interest on the security deposit paid by the Agency in

the form of Cash / DD @ rate of interest payable on consumers Security

Deposit, which is at present 6% p.a. and subject to change from time to

time.

e) The Security Deposit will be refunded within two months after the expiry of

the contract.

f) For the purpose of calculation of quantum of Security Deposit to be paid

by the Agency, only the amount of Cash collection is to be considered and

the quantum of cheque collection need not be considered.

7) Urban Area / Rural Area : All the Municipalities, Corporations or

Cantonment or Notified town area will be treated as urban area and other

areas not covered in above will be treated as Rural area.

8) Agencies having necessary infrastructure for computerized collection

mechanism will only be allowed to participate in the Tender.

9) MSEDCL has developed its own software for energy bill collection work. The

Agency shall make all the necessary arrangements for installation of the

software on their system. No extra cost will be borne by MSEDCL for

installation of the software as well as running the software during the currency

of the contract.

10) Agency shall comply all the necessary requirements such as Registrations,

etc. as per relevant Acts and the contract will be liable for termination if any

deficiency is observed during the currency of the contract.

11) The Agencies may obtain the information about areas to be covered for bill

collection activity from the office of the Chief Engineer of the concerned Zone.

12) Agencies shall study the Billing/ Collection system as well as MIS

requirements of MSEDCL before submitting the Tender.

13) MSEDCL reserves the rights to cancel any / all tenders.

14) MSEDCL also reserves the rights to award the energy bill collection work to

various Agencies in the same area.

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15) No individual is eligible to participate in the tender in the personal capacity.

16) The agency will be responsible for the integrity of the person employed for the

work . In an event where an employee or any person deputed by the agency

is found involved in pursuing any illegal or unethical activity that may result in

any kind of loss to MSEDCL, the contract with the agency may be terminated

after giving a notice of 15 days (Fifteen Days) and the security deposit may

be forfeited. Apart from the security deposit the agency will also have to pay

three times the revenue lost by MSEDCL due to direct or indirect outcomes of

such action(s). The amount of penalty will be ascertained by MSEDCL & it

will be binding on agency. If any of the Agency's employees shall, in the

opinion of MSEDCL be guilty of any misconduct or incompetence or

negligence, then if so directed by MSEDCL, the company shall at once

remove such employee and replace him by a qualified and competent

substitute.

17) TERMS OF PAYMENTS :

a) The Agency shall raise the invoices every month and submit the same to

the concern division for payment. After verifying it with services recorded

and prices as per the rate furnished in the agreement, the payments will

be made as per MSEDCL rules.

b) Subject to any deduction as covered by the terms and condition of the

contract the invoices for the charges raised by the Agency shall be

entertained after completion of job to the entire satisfaction of MSEDCL.

c) No penal charges, interest of damages in the event of any administrative

delays in payment of bills/claim shall be paid.

d) TDS as per rules shall be deducted at source from the bill of the Agency.

18) The respective C.E.(O&M) may include special conditions for workability of

contract and it will be biding on Agency to meet MSEDCL requirement during

the total contractual period. The changes required by MSEDCL during

contractual period will have to be implemented by Agency free of cost.

19) All Circulars/ Rules/ Regulations of the MSEDCL in this aspect will be

applicable to the Agency.

20) The General conditions of the Tender shall prevail over all the clauses

mentioned else where in this Tender documents in case of any conflict.

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21) The above General conditions of Tender are common for all modes of

collection and same shall be applicable as per the requirement of the

particular mode of collection.

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ANNEXURE- III

FORM OF AGREEMENT (Referred to in Clause No. 1.8 of Instructions to Tenderer)

This Agreement is made at …………….. on this month …..day of …….20

between Maharashtra State Distribution Company Ltd, a Company incorporated under

the Companies Act, 1956, having its Registered office at “Prakashgad Bandra (East),

Mumbai 400051”, through (office of Executive Engineer of O&M

Dn.)……………………………………….. herein after referred to as the

“MSEDCL”(Which expression shall unless it be repugnant to the subject context or

meaning thereof be deemed to mean and include its successors and assignee‟s ) of ONE

PART :

AND

(Name of Agent )……………registered under ……………bearing registration

no…………having its registered office at ……….(Address)………….hereinafter

referred to as the “collecting Agent/Agent/Agency” which expression shall unless it be

repugnant to the subject context or meaning thereof be deemed to mean and include it s

successors and assingnee‟s) on the OTHER PART :

WHEREAS the collecting agent is desirous of undertaking the work of collection of

payment of energy bills from the consumers of the MSEDCL and has in the meeting of

its Board of Directors, Board of Trustees passed a resolution to that effect (copy of the

said resolution is annexed to this Agreement)

WHEREAS the MSEDCL has decided to entrust the work of collection of payment of

energy bill to the Collecting Agent in respect of areas as may be specified by the

MSEDCL .

Now it is hereby agreed to by and between the parties hereto as follows :

1. That the collecting Agent shall establish the collection center at ….….(specify

location) the collection centre shall not be shifted to any other place without the

prior approval of the MSEDCL. The collecting Agent shall collect payment of

energy bills pertaining to the Area /Billing Unit as may be specified by the

MSEDCL time to time.

2. The collecting Agent shall collect the payment of computerized energy bills

issued to LT consumers only and bills from HT consumer shall not be collected.

The collecting Agent should not accept part payment of bills.

3. Bill having manual correction of which have been drawn manually can be

accepted provided the same have been duly authenticated by the EE/DY EE/AE

of the Division, Sub Division as the case may be.

4. Security Deposit :

a) Initially the Agency will have to pay an amount of rupees one lakh per

collection centre towards Security Deposit in the form of Cash / D.D.

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b) The Agency will have to pay Security Deposit to MSEDCL which shall be

equivalent to 3 times the average daily cash collection made by the Agency.

Out of the amount of Security Deposit calculated as above, rupees one lakh

per collection centre will have to be deposited in the form of Cash/ D.D. as

per (a) above. The balance amount can be deposited in the form of Bank

Guarantee (B.G.) from the Nationalised / Scheduled Bank.

c) The review of adequacy of the Security Deposit will be taken every six

months and the shortfall if any shall be recouped by the Agency. For the

purpose of calculation average daily cash collection the period of last quarter

will be considered.

d) MSEDCL will pay interest on the security deposit paid by the Agency in the

form of Cash / DD @ rate of interest payable on consumers Security Deposit,

which is at present 6% p.a. and subject to change from time to time.

e) The Security Deposit will be refunded within two months after the expiry of

the contract.

5. The MSEDCL shall pay commission to the Collecting Agent at the rate of

Rs…………. for each bill collected and deposited in the manner hereinafter

provided or such other rates as may be stipulated from time to time. In addition

to this the MSEDCL shall pay service tax as may be applicable from time to time

subject to valid registration thereof. All taxes as may be imposed by the

central/State Government shall be deducted from the bill of remuneration charges.

6. The MSEDCL shall pay the amount of commission within 45 days from the date

of receipt of payment of bill. In no case the Agent shall deduct the amount of

commission, which remains unpaid, from the amount collected from consumers

on behalf of MSEDCL.

7. The collecting Agent shall keep himself informed of the relevant procedure and

shall visit the MSEDCL office frequently for proper co-ordination of work and

shall diligently carry out the work of the satisfaction of the MSEDCL.

8. The collection agency shall issue computerized printed receipt as specified by the

MSEDCL. Necessary stationery for this purpose will be provided by the

MSEDCL.

9. The Collecting Agent shall furnish on a daily basis the bill collectors Daily Cash

Collection Report/Computerized Statement duly accompanied with the

counterfoils of receipted energy bills. The Agent shall keep an account of all the

Money Receipts Books/Computerized pre-printed receipts issued to him and

furnish the same to the MSEDCL on furnish in the electronic form in the format

prescribed by the MSEDCL.

10. The collecting Agent undertakes that all the daily collection of payments of

energy bills shall be deposited by him in the MSEDCL‟s non-operative account in

the Bank designated for the purpose (herein after referred as the designated

account) as may be directed by the concerned officer of the MSEDCL on the

same day or at the most the next day. In case the next day happens to be holiday

then the collection shall be remitted in the Bank on next immediate working day.

Separate counterfoils of Bank Pay-in-slip for cash and cheque deposited in the

26

MSEDCL account shall be submitted by the collecting agent along with the

DCCR Computerized statement.

11. The collecting Agent‟s working hours will be decided in consultation with the

concerned local officers. The collecting agent shall ensure consumer complaint

on this account be avoided.

12. The MSEDCL shall reimburse the cost of revenue stamp used by the Collecting

Agent while issuing receipts for bills to the consumer. For this purpose the

collection agent shall furnish the account of revenue stamp used along with the

receipt data. He should also superscript the relevant money receipt with the word

„stamped‟ wherever the revenue stamps are required to be affixed payments.

13. It is expressly understood that the MSEDCL‟s M.R.Books/Stationary and the

amounts collected by the collecting Agent shall be held by him in trust for he

MSEDCL and any loss shortage misuse or fraud in respect of. Either by the

collecting agent or his employee shall make and render the

Proprietor/Partner/Director Jointly and severally liable for breach of trust and

misappropriation and the collecting Agent shall forthwith make good any loss or

damage suffered by the MSEDCL on the account. Loss of money receipts books

should be notified to the MSEDCL immediately.

14. The collecting Agent is an independent business establishment doing work of

Commission Agent on commission basis and the collecting agent alone shall be

liable and shall bear all costs and expenditure incurred by him for his

establishment including office premises staff etc. and the MSEDCL shall in no

way be liable for any establishment.

15. The MSEDCL may in exceptional cases at its desecration allow the Collecting

Agent to carry out the collection work at the MSEDCL‟s own premises. In the

event of collection work being allowed in MSEDCL premises as above, the

MSEDCL shall be entitled to charge some amount per month in lump-sum as may

will in no case entitle the collecting Agent to create any kind of right title or

interest in the said premises and MSEDCL shall be at liberty to stop such user at

any time without issuing any notice and without assigning any reason.

16. All cash collecting proceeds shall be insured and kept insured through out the

term of the Agreement by the Collecting Agent against all risks and the Collecting

Agent shall arrange for fidelity Insurance and Transit Risk Insurance for all

money held in this custody and hand over the polices to the MSEDCL. In the

event of failure on the part of collecting agent to comply with the requirement of

this clause the MSEDCL shall be at liberty insure the cash and pay the insurance

premium and same shall be reimbursed to the MSEDCL by the collecting Agent.

In case the premium amount is not reimbursed by the Collecting Agent. With in

10 days of demand the same shall be recovered from the commission payable the

Collecting Agent.

17. The parties hereto shall have to terminate this agreement by giving one month‟s

prior notice in writing and upon such termination the collecting agent shall

forthwith remit all the amounts collected by them to the bank and within a week

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render full up-to date account together with all used unused money receipt books

etc.

18. Notwithstanding anything stated in this agreement in the event of any default or

failure on the part the collecting agency in complying with all or any of the terms

and condition mentioned herein above or in the event of the collecting Agent‟

failure to carry out the contract work to the satisfaction of the MSEDCL this

agreement shall be liable to be terminated immediately without any notice

assigning any reason therefore with prejudice to other rights available to the

MSEDCL as provided herein or as per general law in force to claim compensation

for any loss damages etc. suffered by the MSEDCL on account of the such

failure/default. In addition to this the MSEDCL may forfeit the security deposit

furnished by the collecting agent in its favour.

19. This Agreement does neither confer any right to the collecting agent or its

employees to seek employment under the MSEDCL for whatsoever reason not

shall the MSEDCL be liable to absorb the collecting agent or it employees.

20. The period of Agreement will be for three years from ---------------- to---------- and

further continuance of the same will be decided at the end of contract by the

concerned Executive Engineer (O&M) Division. In the event of discontinuation

of the collection work by the Collecting Bank during the first year of the

Agreement period of three years, the MSEDCL shall recover an amount

equivalent to 10% of the security deposit held towards the cost incurred by the

MSEDCL.

21. In case any delays on the parts the collecting Agent to remit the amount collected

with the designated Bank as per the terms of this Agreement. Penal interest at the

rate of 15% p.a would be recovered from the Collecting Agent unless the

MSEDCL is satisfied that the delay was on account of events beyond the control

of the collecting Agent Agency. The decision of the MSEDCL on the matter shall

be final and binding.

SIGNED SEALED & DELIVARED BY SIGNED SEALED & DELIVARED

BY

Shri:………………………………. Shri:……………………………….

Designation……………… Designation………………

For & on behalf of M.S.E.D.C Ltd. in On behalf of the

The presence of: -------------------------------------

1.

Attestation of the Sign & Seal

2.

WITNESS : WITNESS :

1.

2.

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ANNEXURE- IV

COMMERCIAL BID

Schedule of Prices to be quoted by the Tenderer

Location / Area

proposed by the Tenderer

Name of the Division of

MSEDCL under which the area / location falls.

Rate per Receipt

Urban Area Rs. _____ per Receipt + Service Tax (Amount in words to be mentioned)

Rural Area Rs. _____ per Receipt + Service Tax (Amount in words to be mentioned)

Note :

1) For definition of the Urban Area & Rural Area please refer to Clause No. 7 of General Terms & Conditions as per Annexure-II.

2) The list of MSEDCL’s Divisions is enclosed. 3) The Tenderer shall confirm the name of the concerned division of

MSEDCL under which the Location /Area for which collection centre sought by the Tenderer.

4) If the Agency of opts for number of collection centres for various location / areas following under same Division or various Division of MSEDCL, the Agency shall enclosed the list of such locations / Collection Centres along with the name of the concerned Division.

5) Rates shall be quoted in both words and figures. If there is any discrepancy in the rates the rates quoted in words will be taken as correct for the purpose of evaluation.

Place : Signature of the tenderer with seal

Date :

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ANNEXURE- V

LETTER OF AUTORISATION FOR ATTENDING TENDER OPENING

Tender for Energy Bill Collection Under Kokan Zone, Ratnagiri



Due Date of Opening : 15.12.2010.

Following persons are hereby authorized to attend the bid opening for the tender

mentioned above on behalf of _____________________________________(Tenderer)

in order of preference given below :

Preference Name Specimen Signature Order of

I II

Signature of Tenderer Or

Officer authorized to sign the Tender documents

On behalf of the Tenderer Note : 1) Maximum of two representatives will be permitted to attend the tender opening. 2) Permission for entry to the hall where tenders are opened may be refused in case

authorization as prescribed above is not received.

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ANNEXURE- VI Special Terms & Conditions for Energy Bill Collection

Work through Credit Co-op. Societies.

1. The facility of cash collection through Credit Co-op Society shall cover

Low Tension (LT) Consumers only.

2. The complete cash collection work will have to be carried out by the

agency which will be responsible for installation of necessary collection

counters at various places convenient to consumers with proper facilities

such as drinking water, arrangement of shade for consumers standing in

Que etc.

3. The agency shall accept L.T. Energy bills through cheque, cash, D.D. and

pay order only.

4. The energy bills having the remark “Pay by DD/Cash” shall not be

accepted by cheque.

5. The seal of the name of Agency and centre No. has to be affixed on stub

and Daily Cash Collection Receipts (DCCR). The centre code number will

be given by respective Executive Engineer (O&M) Division.

6. Energy bill in part payment shall not be accepted.

7. Cheques for bill payments in part, out station, post dated shall not be

accepted.

8. Agency will have to submit daily the list of detailed collection made i.e.

Sr.No., Consumer No., PC No., mode of payment, receipt amount through

soft and hard copy also B-60 format (mode of payment format) through

floppy/e-mail as per our IT requirements to the respective Accounts

Authority.

Daily Reconciliation report should be submitted to the local authority

specified by concerned CE (O&M).

9. The cheque listing should be bifurcated in the categories of Banks i.e. one

for respective Bank having MSEDCL account and the other for remaining

banks.

10. The agency shall remit cash collected and cheque into the Bank specified

by concerned Divisional EE (O&M) as directed CE (O&M) daily before 11

a.m. and submit cash and cheque remittance slip acknowledged by the

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Bank along with DCCR in duplicate to respective Accounts Authority

indicated by Zonal CE (O&M).

11. The agency shall provide insurance cover for “Cash in Transit”.

12. The agency shall arrange to issue payment receipt generated by

computers only no manual receipts are to be issued. The receipt shall be

pre-printed with the symbol of MSEDCL and serial number.

13. The Agency shall not be permitted to deduct or retain amount of revenue

collected. They shall have to deposit full amount with MSEDCL/

Commercial Bank on behalf of MSEDCL. They will have to submit the

Invoice for service charges payable to them giving details of transactions

& monthly fees payable. Payment will be made by the concerned

Divisional EE (O&M) as directed CE (O&M) against such invoices.

14. The Agency will have to sign a Memorandum of Agreement (MOA) with

local Executive Engineer (O&M) in which the clauses of security deposit

to be kept with the Executive Engineer (O&M) will be specifically

mentioned.

15. If the Tenderer is ready to carry out the work with the rate of lowest offer,

then the MSEDCL reserve right to split the order.

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ANNEXURE – IV(A)

List of Divisions under Konkan Zone Ratnagiri

Ratnagiri Circle

1. Chiplun Division (561) 2. Ratnagiri Division (563) 3. Khed Division (564)

Sindhudurg Circle

1. Kudal Division (562) 2. Kankawali Division (706)

GM(F&A)\BILL COLL TENDERING\Credit Co-op Soc Tender documents 180510.doc

Documents

Maharashtra State Electricity Distribution Co. Ltd Maharashtra State Electricity Distribution Co. Ltd Tender for Energy Bill Collection Under Kokan Zone MODE OF COLLECTION – Credit